The Swiss Embassy in Jakarta plays a pivotal role in strengthening the bond between Switzerland and Indonesia, actively championing Swiss interests across political, economic, financial, legal, scientific, educational, and cultural domains. As the official representation of Switzerland, the Embassy meticulously manages all facets of the bilateral relationship. We are currently seeking a highly motivated and skilled individual to join our dedicated team in Jakarta.
## About the Swiss Embassy in Indonesia
The Embassy of Switzerland in Indonesia serves as the official diplomatic mission, working tirelessly to foster robust relations and collaboration between the two nations. Our comprehensive mandate encompasses promoting Swiss values and interests, facilitating dialogue, and supporting initiatives that contribute to mutual understanding and progress across a diverse range of sectors, from international cooperation and trade to cultural exchange and scientific partnerships.
## The Opportunity: Accounting, Administration & Finance Assistant (Fixed-Term Contract)
We are looking for a qualified professional to fill the role of Accounting, Administration & Finance Assistant on a fixed-term employment contract for one year. This crucial position will contribute significantly to the efficient and transparent operation of our programs, ensuring compliance with both Swiss and Indonesian financial regulations within a dynamic international setting.
## Your Key Responsibilities
The successful candidate will be instrumental in ensuring the smooth administrative and financial operation of various programs and the Embassy's general functions.
Programme Implementation Support
* Assist the Indonesian National Board for Disaster Management (BNPB) in meticulously preparing administrative and financial documentation, adhering strictly to the requirements of SDC (Swiss Agency for Development and Cooperation) administrative and financial procedures. This includes Terms of References, procurement requests, contracts, payment requests, and invoices.
* Exercise stringent quality control over all administrative and financial documents generated by BNPB and the Direct Action team, ensuring full compliance with Direct Action procurement procedures, signatory authorities, and Indonesian government regulations, specifically "Standar Biaya Masukan" (SBM).
* Collaborate closely with the Administration and Financial Staff at the Embassy to track payment request approvals and facilitate contract preparation using the ESPRIT tool.
* Provide comprehensive support to the Direct Action team for the efficient clearance of cash advances and timely settlement of due-payments following the completion of each activity.
Accounting & Financial Reporting Excellence
* Accounting Operations:
* Perform thorough quality control checks on all payment requests.
* Accurately register payments within the designated bank system.
* Conduct initial payment approvals twice weekly.
* Record all transactions diligently in the Accounting tool (Vision+).
* Ensure proper scanning and systematic filing of all accounting documents.
* Monthly Accounting Reporting:
* Collect SAP extracts and relevant financial documents.
* Verify all documents, including booking vouchers, financial records, amounts, and supporting evidence.
* Prepare comprehensive monthly accounting reports for Programme Manager approval.
* Cash Flow & Budget Management:
* Update cash flow requirements every three months, aligned with the updated Workplan and under the supervision of the Programme Manager.
* Support the Programme Manager in updating the budget based on actual expenses, ongoing contracts, purchases, and cash clearances.
* Accurately register and monitor expenses against dedicated partial actions within the Direct Action Budget, maintaining an up-to-date record at all times.
* Maintain a permanently updated list for the registration and monitoring of all contracts.
* Provide ad-hoc support to the Embassy's main bookkeeper during periods of lower activity for Direct Action, ensuring continuity and teamwork.
Administrative, Quality Control & Logistics Management
* Efficiently manage all correspondence related to Direct Action, ensuring proper handling and timely responses.
* Maintain a well-organized and accessible filing system for all Direct Action documents.
* Conduct meticulous quality control checks on all Direct Action documents, reviewing the layout and content produced by BNPB, Programme Officers, and Programme Managers. This includes concept notes, ToRs, activity reports, quarterly reports, notes to file, letters, minutes, opening remarks, social media postings, and speaking notes.
* Provide essential logistical support for field missions (e.g., flights, hotel bookings), PSC meetings, and other specific program-related gatherings.
Communication & Event Coordination
* Undertake small-scale translation tasks between Indonesian and English as required.
* Assist in the organization of specific events, contributing to their successful execution.
* Support communication initiatives, including drafting social media postings and newsletter content.
* Provide support for official visits of Swiss government representatives.
## What We're Looking For: Essential Qualifications
We are seeking a candidate with a strong foundation in finance and administration, coupled with a commitment to excellence and integrity.
Education & Professional Background
* A Bachelor's degree in Accounting, Administration/Finance, Business & Administration, or a similar relevant field.
* Between two and five years of progressive experience in accounting, financial and administrative reporting, procurements, logistics, and the administration of development programs within international cooperation in Indonesia.
* Experience in disaster risk management will be considered a significant advantage.
Technical & Regulatory Expertise
* Demonstrated strong knowledge and practical experience in implementing the financial policies and regulations of the Government of Indonesia, particularly "Standar Biaya Masukan" (SBM).
* Excellent proficiency in accounting software, Microsoft Word, and Excel, coupled with the ability and willingness to quickly learn and utilize other specific accounting tools.
Personal Attributes & Soft Skills
* Possesses high integrity, unwavering loyalty, trustworthiness, and a deep respect for confidentiality.
* Exhibits excellent organizational and planning capabilities, ensuring efficient workflow and adherence to deadlines.
* Demonstrates excellent command of both English and Bahasa Indonesia. Knowledge of German or French is considered an added asset.
* Possesses strong communication and negotiation skills, fostering effective interactions with diverse stakeholders.
* A true team player with a dynamic and proactive approach, capable of thriving in a multicultural environment.
## What We Offer
Joining the Swiss Embassy means becoming part of a prestigious international organization. We provide:
* Excellent working conditions within a supportive and professional atmosphere.
* A competitive salary package tailored to experience, along with attractive social benefits.
* An opportunity to work in a dynamic and international environment that fosters growth and cross-cultural understanding.
## How to Apply
Interested candidates who meet our selection criteria are invited to submit their application.
Please download the required FDFA job application form [insert download link if available, otherwise clarify it needs to be obtained]. Along with the completed form, please submit a compelling motivation letter via email to [email protected].
IMPORTANT: The subject line of your email MUST be formatted as follows: "Your full name – SDC Administration and Finance Assistant".
Only shortlisted candidates will be contacted for an assessment.